Client Overview
Our client is a leading medical device distributor specialising in the fields of ENT, General Surgery, Urology, Sleep Medicine, Respiratory & Critical Care in Southeast Asia. With over 150 employees across five countries and a distribution network covering Singapore, Malaysia, the Philippines, Thailand, and Indonesia, our client is the distributor of choice for many reputable international medical device brands.
As part of its mission to transform healthcare and raise the standards of medical care, it is growing its team in Indonesia and is seeking a proactive and detail-oriented Office & Sales Administrator to be based in Jakarta Barat. This role plays a key part in supporting our clients day-to-day operations, ensuring smooth communication between customers, suppliers, and internal teams. You will be responsible for handling order processing, sales administration, tender submissions, and general office duties to support operational efficiency in a dynamic medical device distribution environment.
Key Responsibilities
Sales & Customer Support
- Liaise with customers on orders, product availability, lead times, and delivery schedules.
- Manage end-to-end order processing: receive purchase orders, create sales orders, track shipments, and arrange deliveries.
- Prepare quotations, product information, and assist in sales-related documentation.
- Support sales team with administrative tasks such as scheduling meetings, managing customer records, and preparing presentations.
Product Demonstrations
- Communicate with suppliers regarding pricing, stock availability, and order confirmations.
- Raise purchase orders and coordinate with logistics to track incoming shipments.
- Ensure timely follow-up on outstanding supplier orders and resolve any discrepancies.
Tender & Documentation Management
- Assist in the preparation and submission of tenders and proposals.
- Maintain and update all documentation required for compliance, audits, and supplier/customer registrations.
Office & General Administration
- Maintain office supplies, equipment, and general upkeep of the office environment.
- Support document filing, data entry, and maintaining accurate records in internal systems.
- Assist in organizing meetings, logistics, and administrative tasks related to company events or visits.
- Handle incoming calls, emails, and general enquiries.
Qualifications and Experience
- Experience: Minimum 2 years of relevant experience in office or sales administration, preferably in the healthcare or medical device industry.
- Skills: Proficient in Microsoft Office (Excel, Word, Outlook); experience with ERP systems (e.g., Business Central) is a plus.
- Manage Multiple Tasks: Strong attention to detail and ability to manage multiple tasks effectively.
- Effective Communicator: Excellent communication and interpersonal skills to liaise with internal and external stakeholders.
- Team Player: You are able to work independently and as part of a team in a fast-paced environment.
If you are looking to grow your career in a purpose-driven company that values excellence in healthcare, we invite you to apply and be part of our clients journey in advancing medical care across the region.
